Business Support Assistant

3 weeks ago

Hawick, United Kingdom Live Borders Full time

**JOB DESCRIPTION**

**Post**:
Business Support Assistant

**Directorate**:
Business Services

**Reporting to**:
Business Support Officer

**Job Purpose**:
Provide an effective and efficient clerical support service to Live Borders.

**Responsibilities**:
1. Carry out general day to day clerical duties, acting as a central point and first point of contact.

2. Answer enquiries, where possible and to escalate these where appropriate.

3. Answer phones, including taking and relaying messages, transferring calls as appropriate.

4. Carry out mail duties - incoming, outgoing and electronic mail, including generic mailboxes.

5. Take and process external and internal bookings including taking credit / debit card payments and managing meeting room bookings.

6. Issue a range of equipment (arts material/ audio/ visual etc).

7. Order goods and services, such as stationery/ office supplies using the appropriate financial / purchasing systems.

8. Assist in the preparation of statistical data in appropriate format and financial information as required.

9. Maintain and update databases and spreadsheets to ensure the efficient recording and processing of information.

10. To collate data and assist with the preparation and circulation of information.

11. Input data to specialist information systems and portals (Vernons, Vubis, Calm, Gladstone, Sage, WAM, Rivo safeguard, PCS, SNAP, Redro).

12. Run reports from specialist systems to provide management information.

13. Carry out general clerical duties as necessary to ensure the smooth operation of the section. Such duties will include photocopying, laminating, scanning, filing, file retrieval and destruction of files per the schedule of retention.

14. Support with the collation of recruitment paperwork, including PVGS registration for new and existing colleagues.

15. Process, calculate and record Petty Cash claims; prepare cheque requests.

16. Carry out the clerical work associated with the processing, calculation, coding and recording of invoices and the raising of external invoices.

17. Assist with and / or carry out banking and complete and reconcile the income return.

18. Calculate Commission amounts and carry out other costings i.e. for bookings.

19. Carry out necessary clerical duties associated with the organisation of meetings, seminars, conferences etc. Work closely with all staff involved ensuring effective consultation and support. This will include arranging venues, catering, equipment and supplies and preparing materials and papers, as appropriate.

20. Minute Board level and Committee level meetings and circulate as appropriate.

21. Support with stock taking and audits, to take and maintain an Inventory.

22. Update social media.

23. Maintain documents on the staff information hub.

24. To carry out proof reading.

25. Support with the recording of building faults.

26. Maintain a central record for Service Level Agreement (SLA) monitoring.

27. Input statutory checks onto Workflow Asset Management (WAM) database.

28. Collate Health and Safety incident and accident statistics

29. As an employee you must take reasonable care for the health and safety of yourself, other employees and anyone else who may be affected by your work activities. Employees shall work in accordance with policies, procedures, information, instructions and / or training received.

30. This job description is indicative of the nature and level of responsibility associated with the job. It is not exhaustive and there may be a requirement to undertake such other duties as may be required to meet the needs of the Service or Live Borders

**Other details**:
Requirement to work out of hours or weekends - not normally.

Requirement for PVG/Disclosure check - None.

**Job Types**: Full-time, Permanent

**Salary**: £9.90-£10.30 per hour

**Benefits**:

- Company pension
- Cycle to work scheme
- Gym membership
- Life insurance
- On-site parking
- Sick pay
- Wellness programme
- Work from home

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Ability to commute/relocate:

- Hawick: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Office: 1 year (preferred)

Work authorisation:

- United Kingdom (required)

Work Location: Hybrid remote in Hawick

Application deadline: 16/03/2023
Reference ID: 0729
Expected start date: 01/04/2023

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